Privacy Notice (UK)

1. Who are we?

We are Core AI Limited, a vocational school providing artificial intelligence education and training (our “Services”). Our website is www.theaicore.com (the “Website”).

Core AI Limited is the data controller for the personal information described in this Privacy Notice.

Contact details

2. Who does this notice apply to?

This Privacy Notice applies to:

• Customers who use our Services (or are in the process of doing so)
• Prospective customers/leads who enquire about our Services (including via online forms)
• Instructors and applicants
• Website visitors

Our Services are intended for individuals aged 16 and over. We do not knowingly collect personal information from children under 16.

3. What is “personal information”?

“Personal information” (or “personal data”) means information that identifies you, or could identify you, directly or indirectly (for example, your name, contact details, online identifiers, or information about your interactions with us).

Where we combine non-identifying information with personal information, we treat the combined information as personal information.

4. What personal information do we collect?

Depending on how you interact with us, we may collect:

• Identity and Contact Data: name, title, postal address, email address, telephone number and similar contact details (and where relevant, identity document information).
• Career History and Education Data: CV, employment history, qualifications, reference information, interview notes, test results and training notes (mainly for instructor recruitment).
• Financial Data: payment details and transaction information (where relevant).
• Technical Data: IP address, device and browser information, cookie identifiers, usage data, session information and Website interaction data.
• Services and Communications Data: information about enquiries, enrolment, course delivery, support requests, complaints, and our communications with you.
• Marketing and Preferences Data: your communication preferences and marketing opt-outs.
• Call Data: call recordings, AI-generated call transcripts (speech-to-text), call summaries/notes, and call metadata (such as date, time, duration and the phone number used).

Special category information

We do not set out to collect special category data (for example health information) as part of enquiries or lead calls. Please avoid sharing this type of information unless it is necessary.

5. How do we collect personal information?

We collect personal information in several ways:

• From you directly (e.g., when you submit a form, enquire, enrol, contact us, or speak with us).
• From your use of our Website (e.g., via cookies and similar technologies).
• From third parties/public sources where relevant (e.g., instructor recruitment via LinkedIn or referees, where applicable and lawful).

6. Call recording and AI transcription (lead calls)

If you submit a form and provide your phone number (or otherwise ask us to contact you), we may call you about your enquiry.

All lead calls are recorded and transcribed. We use an AI transcription tool to create a speech-to-text transcript and may generate internal notes/summaries.

Why we do this

We use recordings/transcripts to:

• respond to your enquiry and communicate accurately;
• keep an internal record of what was discussed or agreed;
• improve quality and train staff;
• protect our business and prevent fraud/misuse; and
• handle complaints and disputes and to establish, exercise or defend legal claims.

Your choice

If you do not want a call to be recorded/transcribed, you can contact us by email, which is not recorded as a call.

Storage

Recordings and transcripts are stored in the UK in our CRM.

7. How do we use your personal information (purposes and legal bases)?

We only use personal information when we have a lawful basis. Depending on the context, the main lawful bases we rely on are:

• Contract / steps before a contract (e.g., responding to your request for information, processing enrolment, delivering Services).
• Legitimate interests (e.g., improving our Services, maintaining records, training, ensuring security and preventing fraud), where those interests are not overridden by your rights.
• Legal obligation (e.g., where we must keep records or respond to lawful requests).
• Consent (limited cases, such as certain marketing and non-essential cookies, where applicable).

Typical purposes include:

• handling enquiries and providing information about our Services;
• delivering and administering our Services;
• communicating with you (including by phone and email);
• recording/transcribing lead calls for the purposes set out in section 6;
• improving our Services, customer experience, and internal processes;
• ensuring security, preventing fraud and misuse;
• sending marketing (see section 8);
• website analytics and functionality (see section 13); and
• handling complaints, disputes, and legal/regulatory matters.

We do not use your personal information to make decisions about you based solely on automated processing that produce legal (or similarly significant) effects.

8. Marketing communications

We may contact you about our Services. You can opt out at any time.

Email marketing: where we send marketing emails, you can unsubscribe using the link in the email or contact us to opt out.

Telephone calls: if we call you, you can tell us at any time that you do not want marketing calls. We will respect opt-outs.

Right to object

You always have the right to object to direct marketing, and we will stop.

9. Who we share personal information with

We may share personal information with trusted third parties where necessary to run our business and provide our Services, including:

• Service providers (processors) who support our operations (e.g., IT/cloud, analytics, marketing tools, CRM, telephony, call recording and AI transcription). They are required to protect your information and only process it on our instructions.
• Professional advisers (e.g., legal, accounting) where necessary.
• Authorities/regulators/law enforcement where required by law or to protect rights and safety.
• Buyers/investors in the event of a business sale, merger or restructuring (subject to appropriate protections).

10. International transfers

We store lead call recordings and transcripts in the UK in our CRM. However, some service providers we use may process personal information outside the UK and/or outside the EEA.

Where we make restricted international transfers, we put in place appropriate safeguards as required by law (for example, approved contractual protections).

11. How we keep your information secure

We use appropriate technical and organisational measures designed to protect personal information, including access controls and limiting access to those who need it for their role.

No system is completely secure, but we take reasonable steps to protect personal information from unauthorised access, loss, misuse or alteration.

12. How long we keep your information (retention)

We keep personal information only for as long as necessary for the purposes described in this Privacy Notice, including to meet legal, accounting, or reporting requirements.

Lead call recordings and transcripts

We retain lead call recordings and AI transcripts for 90 days, then delete them, unless we need to keep them longer to deal with a complaint or dispute, or to establish, exercise or defend legal claims.

Where extended retention is necessary, we keep the relevant items only for as long as reasonably needed for that purpose.

13. Cookies and similar technologies

We use cookies and similar technologies on our Website to help it function and to understand how it is used.

Where required, we use a cookie banner or preference tool to let you manage optional cookies. You can also control cookies via your browser settings. Disabling cookies may affect some Website functionality.

14. Your rights

Depending on your circumstances, you may have rights under UK data protection law, including the right to:

• request access to your personal information;
• request correction of inaccurate information;
• request deletion in certain circumstances;
• request restriction of processing in certain circumstances;
• object to processing based on legitimate interests (and to direct marketing at any time);
• request portability in certain circumstances; and
• withdraw consent where we rely on consent.

To exercise your rights, contact us using the details in section 1.

15. Complaints

If you have concerns, please contact us first so we can try to resolve them.

You also have the right to complain to the UK data protection regulator, the Information Commissioner’s Office (ICO).

16. Changes to this Privacy Notice

We may update this Privacy Notice from time to time. We will post the updated version on our Website and update the “Last updated” date at the top.